All governments, government bodies, and government agencies act within a legislative system of principles (Municipal Act, Oshawa’s Official Plan, Constitution, Charter of Rights and Freedoms) to manage the land and govern the constituency by making ‘smart’ decisions that have an affect on the direction of society. That is why “principles” have to come first to give meaning to the values for good governance, decision-making, and service delivery.
A policy is a deliberate system of principles to guide decisions and achieve rational outcomes. A policy is a statement of intent, and is implemented as a procedure or protocol. Policies are generally adopted by a governance body within an organization. Policies can assist in both subjective and objective decision making. Policies to assist in subjective decision making usually assist senior management with decisions that must be based on the relative merits of a number of factors, and as a result are often hard to test objectively, e.g. work-life balance policy. In contrast policies to assist in objective decision making are usually operational in nature and can be objectively tested, e.g. password policy. (wikipedia)
In other words, policies are the guidelines in which politicians and bureaucrats make there value judgments for the best outcome on behave of the constituents, residents, or stakeholders.
Policies and principles give meaning to how the story unfolds in the City of Oshawa. Think of policies like keys that open up a world of imagination, opportunities, productiveness, and livelihoods; and to live in thriving and prosperous communities – depends on the political-social-economic policies that are accountable and transparent in creating conditions of social equity and well-being for the benefit of constituents, residents, and stakeholders.
- Accountability and Transparency Policy
- Respect Check Code of Conduct Policy
- Access to Recreation Policy
- Public Art Policy
- Municipal Alcohol Policy
- Property Tax Collection Policy
- Corporate Risk Management Policy and Procedure
- Diversity and Inclusion
- Council Code of Conduct (BY-LAW)
- Municipal Conflict of Interest Act
- Our Focus, Our Future Oshawa Strategic Plan 2015—2019
Accountability and Transparency Policy: Under section 270 of the Municipal Act, 2001 (the Act) – requires that all municipalities adopt and maintain an “Accountability and Transparency Policy” (statement) with ethical and social philosophy concerns for accountable and transparent actions in the public’s interest. “The purpose of this policy is to provide guidance for the delivery of City activities and services in accordance with the principles set out herein. This policy has been developed in accordance with the Act.”
- Accountability: Being accountable means that Oshawa City Council is clear in its actions, that its decision-making processes are understandable, that it is accessible to the citizens it represents and, finally, it is responsible for its decisions.
- Transparency: Transparency requires that the City actively encourages and fosters stakeholder participation. Additionally, transparency means that the City’s decision making process is accessible to, and presented in a form understandable by, the general public.
- Stakeholder: For the purposes of this policy, means any person or organization having an interest in the City’s actions.
Read Accountability and Transparent Policy
Respect Check Code of Conduct Policy:
Respect Check Code of Conduct Policy
The City of Oshawa Access to Recreation Policy gives opportunities to individual low income residents access to Recreation & Culture Services programs through a subsidy program titled the Recreation Fee Assistance Program. This program’s eligibility criteria is based on the Low-Income Cut-Off (LICO) and will provide a framework by which recreation will be affordable and accessible to residents of all ages and income levels.
The City of Oshawa currently provides a number of subsidy programs to residents to encourage and support access to Recreation & Culture Services programs: Services Rendered Voucher Program and Services Rendered Certificate Program, through Durham Region Social Services; JumpStart through Canadian Tire Children’s Foundation; Oshawa Residents 65+; and RAMP.
This policy will:
Read more:
Access to Recreation Policy (June 2014)
Update to Access to Recreation Policy (April 2019)
Public Art Policy
The Public Art Policy will provide Oshawa City Council, City staff and the community with a clear and consistent framework for decision-making and a process for the administration, selection and maintenance of public art in public spaces in Oshawa.
Read more:
Public Art Policy [Draft (February 2015)]
Public Art Policy Final
City of Oshawa Public Art Master Plan 2018-2028
CS-13-52 – June 24, 2013
The purpose of the Municipal Alcohol Policy is to provide for the management of alcohol consumption on City property while considering the needs of the community, the health and safety of individuals, the protection of property, the diverse views of the community and the need to balance the non-use and use of alcohol at public and private functions and events.
The City of Oshawa is committed to providing a safe and enjoyable environment at municipal recreation facilities and parks. The City will continue to promote the health and safety of participants, citizens and staff through a responsible and managed approach to the consumption of alcoholic beverages in City-owned facilities and at indoor/outdoor events.
By establishing a common understanding of what constitutes moderate drinking, the City of Oshawa aims to avoid, wherever possible, alcohol-related problems that could result in injury, damage to City property or claims directed at the Corporation, community organizations, private users, staff or volunteers.
Read more:
Municipal Alcohol Policy
This policy is to ensure a transparent and efficient process for the billing and collection of property taxes. The policy content is to minimize the City’s risk to tax arrears by clearly outlining payment information for property taxes at the time they are due. Where arrears exist, the policy outlines a standardized procedure for collection activities and arrangements with ratepayers in compliance with legislation. The policy provides efficient processes for Taxation Services to meet the collections obligations in collaboration with ratepayers.
Property Tax Collection Policy
Source: City of Oshawa website
City of Oshawa has developed a framework of continuous improvement over the past several years in an effort to improve efficiencies by evaluating services and programs using a variety of approaches to achieve strategic goals.
Endorsed by City Council in July 2017, the City’s Continuous Improvement Framework evolved in response to a desire to find long-term sustainable solutions to ongoing budget challenges, and provide quality, affordable municipal programs and services in the most efficient and effective manner while maintaining responsible taxation.
The Framework aligns with the Oshawa Strategic Plan and Financial Strategy, which provide corporate strategic direction and align into the annual Department business plans and budget processes that link resources to goals. The framework includes four areas:
Lean Initiatives
Processes are streamlined, redundancies and waste eliminated and new opportunities identified to create value for the customer, while tapping into front-line knowledge and experience. Lean initiatives work in tandem with service reviews, internal audit and risk management. Since 2014, 46 Lean initiatives have been completed. The purpose is:
- the identification, reduction and elimination of suboptimal processes or waste (efficiency)
- deciding how to increase the value to the customer (effectiveness)
The City has formalized staff training in Lean methodology with the goal of having everyone trained throughout the organization.
Service Reviews
Attention is given to “what” services the City provides and “how” they are provided while respecting the role of government, public interest, affordability and value for money. Staff at the City of Oshawa undergo service reviews to look for ways to improve programs and services. Service reviews complement and support Lean initiatives, internal audit and risk management.
The purpose of service reviews is increased efficiencies, cost avoidance, savings, improved customer service and/or increased internal capacity to identify priorities. Approximately 100 service reviews have been completed since 2013.
Internal Audit
KPMG, in cooperation with City staff, undertake evidence-based research to ensure efficient and effective service delivery, accountability, and consistent and clear policy direction. Internal audit works in tandem with Lean initiatives, service reviews and risk management. The purpose of internal audit is to help the City by providing assurance that it has the proper controls, administrative oversight and risk management processes in place.
Internal audit is an independent activity that presents objective findings, makes recommendations for corrective measures to address deficiencies quickly, limit costs to the City and identifies opportunities for continuous improvement. As audits are completed, staff work to implement recommendations. The outcomes are tracked and provided to Council three times a year.
The City of Oshawa has retained the services of KPMG since 2015, as internal auditors who are complementary to, and work constructively with the other components of the continuous improvement framework the City has in place.
The City has also benefitted from the following complimentary KPMG services:
2016
- Cyber Security Workshop for staff
- Self-Audit Education Session for staff
- Corporate Risk Management Support for the Corporate Leadership Team
2017
- Revenue Capture Workshop for staff
- Risk of Growth Workshop for the Corporate Leadership Team
Risk Management
A clearly defined Corporate Risk Management Policy and Procedure (CM-17-27), approved by Council on September 25, 2017, helps the Corporate Leadership Team proactively identify, assess and manage risk. Risk management is integrated with the City’s Lean initiatives, service reviews and internal audit, as well as with business planning, budgetary and strategic planning functions. The purpose is to provide a planned and consistent approach to reducing the impact and likelihood of an adverse event, and increase the possibility and benefits of opportunities.
A Risk Management Policy and Procedure, with the guidance of KPMG, is in place and being implemented at the corporate level by the Corporate Leadership Team. The Corporate Leadership Team assesses risks related to:
- Financial
- Human Resources
- Information Technology
- Failure to Comply with Applicable Law
- Administrative Oversight
- Security
- Climate Change
Diversity and Inclusion
The City of Oshawa is situated on treaty land that is steeped in rich Indigenous history and is the present day home to many First Nations, Metis and Inuit people. The City acknowledges that we gather on the traditional territories of the Mississaugas of Scugog Island First Nation.
Oshawa City Council approved the City of Oshawa’s Diversity and Inclusion Plan in November 2017. The Plan sets out a vision to embrace the diversity of the population who live, work, learn and play in Oshawa and is a commitment to create an inclusive and welcoming community.
Some recent initiatives include the creation of the City of Oshawa’s Inclusive Language Manual, and the development of the Oshawa Age-Friendly Strategy.
Read more here.
Inside Oshawa 
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